The CBSO is seeking an Executive Assistant & Receptionist to perform a variety of administrative tasks and support our company’s senior-level managers.

Your responsibilities will include managing calendars and email, making travel arrangements and preparing SMT and board reports/ minutes. To be successful in this role, you should be extremely well-organised, have great attention to detail and good time management skills, and be able to act without guidance.

The role will cover afternoon reception duties between the hours of 2pm-6pm, Monday to Thursday and 2pm-5pm on Friday alongside the EA duties. During the afternoons they will be based at our front desk to welcome visitors and manage the switchboard. There can be some flexibility in how the morning hours are split across the week.

This is a varied and hands-on role, ideal for someone who loves to work with people and prides themselves on being organised and proactive. Some experience of a previous reception, customer service or administrative role would be beneficial.

Key responsibilities

EXECUTIVE ASSISTANT

• To manage the Chief Executive's office, providing secretarial duties and administrative support, managing emails, correspondence, telephone calls, diaries and visitors, and ensuring that the office is well organised for the day ahead
• To organise meetings and appointments as needed on behalf of the Senior Management Team, taking minutes and welcoming visitors.
• To organise and administrate Board and Committee Meetings, liaising with Chairs and Board/Committee Members as needed, ensuring that papers and presentations are prepared and circulated in a timely manner, taking minutes, and preparing those minutes for distribution.
• To book and arrange travel, accommodation, ticketing and hospitality for Senior Managers.
• To ensure that Chief Executive guest lists for concerts are serviced by the relevant departments, including inviting guests to special events.

CUSTOMER SERVICE & ADMIN (PM ONLY)

• Provide a warm and professional welcome to everyone visiting the CBSO Centre, ensuring signing-in and out procedures are followed.
• Manage the CBSO’s switchboard and inboxes.
• Be familiar with the orchestra’s schedule and details of upcoming concerts and events, acting as the first point of contact for members of the public.
• Keep the foyer and reception areas tidy and organised.
• Be responsible for incoming and outgoing mail.
• Support with meeting and rehearsal room bookings.
• Undertake general administrative tasks associated with the receptionist role and to support other teams across the organisation.
• To carry out additional duties as and when the needs of the business requires it, at the direction of the Chief Executive and members of the Senior Management Team.